Coordinator-HIM Patient Data Retrieval

Baptist•Memphis, TN

About The Position

The Coordinator HIM Data Retrieval oversees the timely and accurate processing of requests for patient health information, including attorney requests, subpoenas, continuing care requests, and requests from patients or their representatives. The coordinator oversees vendor-partner activities, evaluates service agreements and invoices, and helps ensure release-of-information practices comply with HIPAA, Joint Commission, legal, federal, and state requirements. The role serves as a resource to internal and external counsel, Risk Management, Privacy and Security, and other departments, and monitors facility and corporate work queues and platforms to support timely processing and prevent revenue loss. The coordinator develops and reviews policies and procedures related to release-of-information activities, produces and distributes reports, and serves as the Epic BOC ROI Credentialed Trainer for the organization. This includes validating required workflow training before user access is granted, maintaining the Epic ROI requestor directory, and coordinating access termination when applicable. The role also assesses and recommends process, workflow, and technology improvements and performs other assigned projects and duties.

Requirements

At least one year of experience working directly with related processes, or three years of experience working with medical-record documentation and regulatory requirements in an acute healthcare setting.
Completed education from an accredited program with an associate degree and RHIT certification through AHIMA.
Certifications applicable to the specialized area of expertise.
Proficiency in communicating and performing assignments to avoid backlogs and provide the expected level of service to multiple departments.
Organizational and communication skills.
Keyboard dexterity and ability to focus while seated for extended periods.
Strong verbal and written communication skills; ability to prioritize and multitask among competing needs, work independently, and deliver on expectations.
Subject matter expertise.

Nice To Haves

Three to five years of experience working with related processes while supporting interdepartmental teams in an acute healthcare setting.
Bachelor's degree with RHIA certification through AHIMA.
Project management background.

Responsibilities

Oversee timely and accurate processing of patient health information requests, including attorney requests, subpoenas, continuing care requests, and patient or representative requests.
Oversee ROI vendor-partner activities, conduct or coordinate vendor staff quality audits, review and validate vendor service agreements, and review facility monthly invoices for accuracy and compliance.
Serve as a daily resource to internal and external counsel, Risk Management, and Privacy and Security on medical-record matters; place system Release Restriction flags when appropriate.
Support departments such as Denial Mitigation, Revenue Integrity, Patient Financial Services, and the Revenue Cycle Correspondence Team to help avoid payer recoupments and revenue loss.
Monitor and report on BOC facility ROI work queues and coordinate with facilities to support timely processing.
Monitor and report on other BOC ROI work queues, including ROI Open Claims Attachments, and coordinate as needed.
Monitor the corporate Outlook ROI inbox, prioritize incoming requests, and process them.
Monitor and report on ROI applications and platforms, including Sharing Hub and Chart Gateway; review and validate authorizations, complete requests, and coordinate other ROI needs with departments.
Monitor and report on Patient Financial Services HIM Requests for Medical Records Epic work queues to support timely processing and avoid revenue loss.
Generate, review, format, and distribute ROI reports, including weekly productivity and payer ROI frequency reports, or others as requested.
Review and develop policies and procedures for ROI activities in accordance with federal and state regulations.
Serve as the Epic BOC ROI Credentialed Trainer and organizational training resource; validate completion of ROI workflow training before BOC user access is granted and coordinate termination of access as applicable.
Maintain the Epic ROI requestor directory, including additions and deletions.
Assess and recommend process changes, workflow opportunities, and technology improvements to leadership and other departments.
Complete other special projects and duties as assigned.